UNION BANK OF INDIA · Union Bank of India is a Public Sector Bank having Head Office at Nariman Point, Mumbai and Regional office at Varanasi at 2nd floor, Chandra Chambers, Central

UNION BANK OF INDIA

REQUEST FOR PROPOSAL (RFP)

ROV: RCC: RFP: 201: 2019 dated 21.08.2019

RFP for AMC

OF

Un-interrupted Power Supply (UPS) Systems

Under

Branches, ATMs and Administrative Ofices

IN

Union Bank of India, Varanasi

Union Bank of India RFP for AMC of UPS Systems

ROV:RCC:RFP:201:2019 dated 21.08.2019

2 | P a g e

Bid Details – Annual Maintenance Contract of Un-interrputed Power Supply Systems (UPS)

Last date and time for seeking clarification from us on the terms & conditions of the RFP

06 September 2019 5:00 PM

Last date and time for Receipt Of Bidding Document

10 September 2019 5:00 PM

Date and Time of Technical Bid Opening 12 September 2019 3.30 PM

Date and Time of Commercial Bid Opening TBD

Place of opening of Bids

Union Bank Of India Regional Office, Varanasi, 2nd floor, Chandra Chambers, Central Jail Road, Sikraul, Varanasi – 221002

Address for communication -Same as Above-

EMD ₹ 50,000/-

Cost of RFP( non refundable) ₹ 1000/-

Contact to Bidders

Interested Bidders are requested to send the email to [email protected]

Or Contact- Rakesh Kumar (Manager-IT)

@ +91-98368 11158 Containing following information, so that in case of any clarification same may be issued to them. Name of company, contact person, Mailing address with Pin Code, Telephone No., Fax No., email address, Mobile No. etc.

mailto:[email protected]


ROV:RCC:RFP:201:2019 dated 21.08.2019

3 | P a g e

INSTRUCTIONS TO BIDDER 1. INTRODUCTION

Union Bank of India is a Public Sector Bank having Head Office at Nariman Point, Mumbai and Regional office at Varanasi at 2nd floor, Chandra Chambers, Central Jail Road, Sikraul, Varanasi – 221002. The Regional Office Varanasi, Union Bank of India invites Bids for Annual Maintenance Contract (AMC) of Un-interrupted Power Supply (UPS) Systems installed in branches, ATMs and Administrative Offices covered under Chandauli and Varanasi Districts.

2. SCOPE OF WORK 2.1 The contractor shall provide maintenance service to keep the UPS in good and efficient

working condition covered under this contract. In addition to this, the contractor should

provide preventive and corrective maintenance of UPS and should get verified from

authorized official of the concerned branch/office. He should also carry out necessary

repairs and provide SUITABLE replacement (equivalent or higher configuration) of

defective part(s)/ equipment as required.

2.2 The AMC is comprehensive i.e. no cost of parts, excluding faulty batteries replacement, will

be borne by Union Bank of India, regional Office Varanasi. However, batteries

maintenance and distilled water refilling will be covered under UPS AMC. The spare art

to be replaced should be genuine and branded.

2.3 The complaint should be attended within 24 hours from the time its logged in and there is

no limit of breakdown calls to be attended with no extra cost. If the UPS is not repaired

within three working days after reporting of the complaint, liquidated damages will be

levied at the rate of Rs 100 per day (working days) and same will be deducted from the

quarterly payment amount. If the UPS is not repaired within 7 working days after the

logging of complaint, the UPS will be repaired from outside at the risk and expense of

the contractor firm.

2.4 The service provider will be responsible for any mishap or accident or untoward incidence

during the maintenance of machine which may occur due to negligence of the service

engineer of the contractor firm.

2.5 All the electrical contact points and connections should be checked and minor adjustments

be made if found necessary. No advance payment on the portion of service will be made

under any circumstances.

2.6 The details of UPS systems installed in branches/ Offices/ATMS are as per Annexure I.

2.7 Bidder shall depute a Qualified Service Engineer to support and carryout the maintenance

works. The service engineer of the company will have to visit once in a quarter. In

addition to that he will have to attend the urgent calls for rectifying the faults for

keeping the machines in good working condition at any time on short notice.

2.8 The preventive maintenance (PM) is to be carried out once in a quarter. The preventive

maintenance includes the following-

Cleaning of UPS and batteries

Checking battery terminals, Vaseline should be applied periodically to prevent

the corrosion on battery leads and distilled water refilling should be done in

tubular batteries

Checking fitment of internal and external hardware and heating of the system

Cleaning of PCBs if any and operating power parameters


ROV:RCC:RFP:201:2019 dated 21.08.2019

4 | P a g e

Checking of tripping devices

2.9 After the completion of contract period all the UPS should be handed over in good

working condition in all respect

2.10 Modification/ alteration in the design/ specification of any equipment/material will

not be permitted. However, it may be relaxed in exceptional circumstances. In such case written

approval should be obtained from the Regional Office Varanasi, Union Bank of India and No

Objection certificate should be obtained from the Original Equipment Manufacturer in case any

major modification is required.

2.11 For repairing or replacement the contractor should use OEM or OEM approved

spares only.

3. Terms and Conditions 3.1 The Annual maintenance Contract is for a period of 1 year from the date of issue of letter to

commence the work and can be further extended for one year on same terms &

conditions.

3.2 The bid must be accompanied by an EMD of Rs 50,000.00 (Rupees Fifty Thousand Only) in

the form of Demand Draft payable at Varanasi. EMD of successful bidder shall be released

on acceptance of Performance Bank Guarantee. The EMD of unsuccessful bidders shall be

refunded within one month of finalization of tender. No interest shall be paid on the

EMD. Bids not accompanied by EMD shall be rejected.

3.3 Tenders without EMD/ incomplete tender documents/ tender documents without signature

on each page are liable to be rejected.

3.4 EMD will be liable to be forfeited if the bidder selected for the work fails to sign the formal

agreement or to start the work on the date stipulated in the work order.

3.5 For any clarification regarding technical details of UPSs, the queries may be sent to

[email protected] before 06 September 2019.

3.6 A performance bank guarantee shall be submitted by the successful bidder for 10% of the

total value of AMC contract (including GST). It should be valid for a period of one year

from the contract start date.

3.7 Bid shall remain valid for a period of 180 days from the date of opening of Tender.

3.8 Regional Office Varanasi, Union Bank of India reserves the right to accept/ reject any bid

without assigning any reason.

3.9 The Bidder shall quote every item as mentioned in the tender documents. The total bid

price shall be inclusive of all applicable taxes, levies and duties. The amount of taxes,

levies, duties or any other charges included in the price should be indicated clearly.

3.10 In case of any default in any of the terms & conditions, Regional Office, Varanasi, Union

Bank of India shall terminate the contract, in whole or in part, by giving 10 days notice in

writing to the Contractor.

3.11 Contractor shall in no case lease/transfer/sublet/appoint sub-contractor or care taker to

render the services under the Contract. The charges spent to put the units under running

conditions will be recovered from the firm against the payments due to them.

mailto:[email protected]


ROV:RCC:RFP:201:2019 dated 21.08.2019

5 | P a g e

3.12 The final acceptance of the tender would be entirely vested with the Regional Office

Varanasi, Union Bank of India which reserves the right to accept or reject any tender, at

any stage of the tender.

3.13 Regional Office Varanasi, Union Bank of India reserves its right to terminate the

maintenance contract any time after giving due notice without assigning any reason. The

contractor will not be entitled to claim any compensation against such termination.

However, while terminating the contract, if any payment is due to the contractor for

maintenance services already rendered in terms of the contract, these would be paid to it

as per the contract terms.

3.14 Regional Office Varanasi, Union Bank of India shall not be responsible for death, injury or

accident to the contractor’s employee which may arise out of and in the course of their

duties at branches/ATMs/Offices of Union bank of India, Varanasi region.

3.15 The contractor should provide all the safety equipments for their employees. In case of

any accident due to negligence or unsafe work that requires medical attention, the

contractor is wholly responsible and Bank will not entertain any claim, compensation,

penalty etc.

4. BIDDING DOCUMENT

The Bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidder’s risk and may result in the rejection of its bid.

5. COST OF BIDDING

The Bidder shall bear all the costs associated with the preparation and submission of its bid and Union Bank of India (hereinafter referred to as the Purchaser) will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

6. AMENDMENT OF BIDDING DOCUMENTS

6.1. At any time prior to the deadline for submission of bids, the Bank may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Bidding documents by amendments.

6.2. Amendments, if any will be notified through Bank’s web site to all prospective Bidders, which have received the Bidding documents and will be binding on them.

6.3. In order to provide, prospective Bidders, reasonable time to take the amendment into account in preparing their bid, the Purchaser may, at its discretion, extend the dead line for submission of bids.

7. LOCATIONS TO BE COVERED All UPS Systems installed in branches, ATMs and Administrative Offices of Union Bank of

India covered under Varanasi and Chandauli Districts.

8. BIDDING PROCESS (TWO STAGE)


ROV:RCC:RFP:201:2019 dated 21.08.2019

6 | P a g e

For the purpose of the present job, a two-stage bidding process will be followed. The response to the present tender will be submitted in two parts, Technical Bid containing the General Terms and Conditions including Compliance to Technical Specifications and Commercial Bid containing the Indicative Commercial Bid. The bidder will have to submit the Technical Bid and Commercial Bid Portion of the Bids separately in sealed envelopes, duly superscripting "TENDER FOR AMC OF UPS SYSTEMS - “TECHNICAL BID” and “TENDER FOR AMC OF UPS SYSTEMS - COMMERCIAL BID” as the case may be.

TECHNICAL BID will also contain the Bidders information in the format as given in bid document. TECHNICAL BID will NOT contain any pricing or commercial information at all.

In the first stage, only TECHNICAL BID will be opened and evaluated. Bidders satisfying the technical requirements as determined by the Bank and accepting the terms and conditions of this document shall be short-listed for commercial evaluation.

Under the second stage, the COMMERCIAL BID of only those bidders, whose technical bids are responsive, will be opened.

The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the contract. The authorization shall be indicated by written power of attorney accompanying the Bid. All pages of the bid except un-amended printed literature shall be initialed by the person or persons signing the Bid.

The bid shall contain no interlineations, erasures or over writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons singing the bid.

8.TECHNICAL OFFER (TO)

8.1. The Technical Offer (TO) should be complete in all respects and contain all information asked for in this document. It should not contain any price information. However TO should confirm that all required rates have been quoted in Commercial Offer (CO), without showing the actual amounts in the TO. Any software(s) supplied free along with the system must be indicated separately and specifically.

8.2. The TO must be submitted in an organized and structured manner. No brochures/leaflets etc. should be submitted in loose form.

8.3. The TO should comprise of following: 8.3.1. Pre-qualification criteria- Annexure-I 8.3.2. Acceptance of Terms and Conditions as per Annexure-II. 8.3.3. Letter of undertaking as per Annexure-III. 8.3.4. Unpriced Commercial Offer. This should be a replica of the complete Commercial Offer

as per format given in Annexure – IV but without indicating the prices. 8.3.5. Note: All the annexure I, II, III and unpriced commercial bid should be submitted duly

signed with seal of the company.(All these documents to be filed in one file). 8.3.6. Photocopies of relevant documents / certificates as proof in support of various

information submitted in aforesaid annexure and other claims made by the vendor. (To be filed separately in a separate file.)

8.3.7. Product Brochures, leaflets, manuals etc. (To be filed separately.) 8.3.8. An undertaking (on their letter head) that they have not been black listed by any of the

Govt. Authority or PSUs.

9. COMMERCIAL EVALUATION The Commercial Offer (CO) should give all relevant price information and quote prices only

in Indian Rupees. The CO should not contradict the TO in any manner. This must contain all price information. L1 Vendor will be decided on basis of lowest bid quoted.

10. PRICE COMPOSITION 10.1. The prices quoted should be only in Indian rupees.


ROV:RCC:RFP:201:2019 dated 21.08.2019

7 | P a g e

10.2. The prices should be inclusive of GST. 10.3. The vendors should quote prices strictly as per the price composition stated above

failing which the offers are likely to be rejected.

11. NO PRICE VARIATION

The commercial offer shall be on a fixed price basis. No upward revision in the price would be considered.

12. OPENING OFFERS Technical Offers will be opened on 12 September 2019 at 3.30PM. The representative of the

vendor can be present for the opening of the Technical Offers. No separate intimation will be given in this regard to the vendors, for deputing their representative.

13. EVALUATION CRITERION

13.1. Evaluation of Technical Bids:

13.1.1. The Bank's evaluation of the technical bids will take into account the following

factors and based on such evaluation the technically qualified bidders will be short-

listed:

a) Conformation to pre qualification criteria.

b) Compliance of terms and conditions stipulated in the RFP duly supported by certified

documentary evidence called for therein.

c) Submission of duly signed compliance statement as stipulated in Annexure III.

d) Bank reserves the right to reject an offer under any of the following circumstances:

1) Offer is incomplete and/or not accompanied by all stipulated documents.

2) Offer is not in conformity with the terms and conditions stipulated in this

document.

3) Specifications stipulated in Annexure-IV are not met.

4) Unpriced Commercial Offer is not submitted along with Technical Offer.

5) Unpriced Commercial Offer differs from actual Commercial Offer, sans

prices.

13.2. Evaluation of Commercial Bids & Determination of L1 Bidder and Awarding of

Contract:

13.2.1. On completion of evaluation process of commercial bids, Bank will award the

contract to lowest bidder (L1).

14. Technical Bid Eligilibility Ctriteria

The tendering Company/Firm/Agency shall fulfill the following technical specifications for

Technical Bid-

14.1 The Company/Firm/Agency shall have at least two years’ experience in successfully

completing Comprehensive Annual Maintenance Contract (AMC) of Un-interrupted

Power Supplies (UPS) with at least one Public Sector Bank and two Govt/Public Sector

undertakings. Hence, the company should have successfully completed similar AMCs

with at least three Public Sector Banks/Units.


ROV:RCC:RFP:201:2019 dated 21.08.2019

8 | P a g e

14.2 The Company/Firm/Agency shall have financial turnover of at least Rs 15 lakhs per annum

for each of the last 2 years i.e for FY 2017-18 and FY2018-19 each.

14.3 The Head Office/Branch Office of the bidding Company/Firm/Agency shall be located in

Varanasi District.

14.4 The Company/Firm/Agency shall have been registered with the Income tax and

Service/GST Tax Department.

15. NO COMMITMENT TO ACCEPT LOWEST OR ANY BID

15.1. The Bank shall be under no obligation to accept the lowest or any other offer

received in response to this tender and shall be entitled to reject any or all offers without

assigning any reason whatsoever.

16. RIGHT TO ALTER QUANTITIES

16.1. The Bank will be free to either reduce or increase the quantity of UPS Systems to be

covered under AMC. The maintenance cost of those UPS Systems added/ reduced will be

accordingly adjusted at same rate, terms & conditions.

17. LATE BIDS 17.1. Any bid received after the deadline for submission of bid prescribed will be rejected

and/or returned unopened to the Bidder, if bidder desires so. 18. MODIFICATION AND/OR WITHDRAWAL OF BIDS

18.1. The bidder may modify or withdraw its bid’s submission, provided that written notice of the modification or withdrawal is received by the purchaser prior to the deadline prescribed for submission of bids.

18.2. The Bidders’ modification or withdrawal notice shall be prepared, sealed, marked and delivered in accordance to the provision of Para “Submission of Bids”, with the envelope additionally marked “MODIFICATION” or “WITHDRAWAL” as appropriate.

18.3. No bid will be modified after the deadline for submission of bids. 18.4. No bid may be withdrawn in the intervening period between deadline for

submission of bids and expiration of period of bid validity specified by the bidder in the submitted bid.

18.5. No bidder shall be allowed to withdraw the bid, if bidder happens to be successful bidder.

19. BID OPENING & EVALUATION 19.1. The purchaser will open the bids, in the presence of Bidders’ representative who

choose to attend, at the time and date mentioned in Bid document at the address mentioned in Para “Submission of Bids”.

19.2. The bidders’ representatives who are present shall sign register evidencing their attendance. In the event of the specified date of bid opening being declared a holiday for purchaser, the bids shall be opened at the appointed time and place on next working day.

19.3. The commercial bid shall be opened in the presence of Bidders’ representative, whose bids are considered as responsive as per the technical and other qualification criteria as underlined in the bid document.

20. CLARIFICATIONS OF BIDS

20.1. To assist in the examination, evaluation and comparison of bids Bank may, at its discretion, ask the bidder for clarification and response shall be in writing and no change in the price or substance of the bid shall be sought, offered or permitted.

21. PRELIMINARY EXAMINATION


ROV:RCC:RFP:201:2019 dated 21.08.2019

9 | P a g e

21.1. Bank will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required information have been provided as underlined in the bid document, whether the documents have been properly signed, and whether bids are generally in order. Bids from agents without proper authorization from the manufacturer as per authorization form shall be treated as non-responsive.

21.2. Arithmetical errors will be rectified on the following basis. If there is a discrepancy between unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and total price shall be corrected. If the supplier does not accept the correction of the errors, its bid will be rejected. If there is discrepancy between words and figures, the amount in the words will prevail.

21.3. Bank may waive any minor informality or non-conformity or irregularity in a bid, which does not constitute a material deviation, provided such waiver does not prejudice to affect the relative ranking of any bidder.

22. CONTACTING THE PURCHASER 22.1. Any effort by bidder to influence the purchaser in the purchaser’s bid evaluation, bid

comparison or contract award decision may result in the rejection of the Bidders’ bid.

23. PURCHASER’S RIGHT TO ACCEPT OR REJECT ANY BID OR ALL BIDS 23.1. Regional Office Varanasi, Union Bank of India reserves the right to accept or reject

any bid and annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the ground for the purchaser’s action.

24. PAYMENT TERMS 24.1. No advance payment will be made against purchase order. 24.2. Payment will be released quarterly on submission of invoice along with UPS

maintenance and visit reports of branches/ATMs/Offices, duly signed and stamped by

Branch/Office at the end of quarters. 25. SUBMISSION OF BIDS

25.1. The bidders shall duly seal the each envelope. The bid should be sent to- Deputy

General Manager,

Union Bank of India, Regional Office - Varanasi,

2nd Floor, Chandra Chambers, Central Jail road,

Sikraul, Varanasi – 221002

.


ROV:RCC:RFP:201:2019 dated 21.08.2019

10 | P a g e

ANNEXURE I – PRE QUALIFICATION The minimum qualification criteria for the bidders are as under: -

Pre Qualification Criteria Compliance (Yes/No)

Detail of proof Attached

The bidder should have minimum 15Lac Turn Over in last two

financial years each (FY 2017-18 & FY 2018-19). Audited Balance

sheet or Profit/Loss statement of the firm to be provided of last

two financial years i.e. 2017-18 & 2018-2019.

The bidder should have registered Office at Varanasi. Proof should

be submitted.

The companies or firms, bidding for the above tender, should have

not been black listed by any of Government Authority or Public

Sector Undertaking (PSUs) due to lack of support/services, poor

spares quality and malpractices. The bidder shall give an

undertaking (on their letter head) that they have not been black

listed by any of the Govt. Authority or PSUs as on date of

submission of the tender, otherwise their bid will not be

considered.

Bidder should have a valid GSTIN and should provide GST

certificate as the proof.

Signature Seal of Company


ROV:RCC:RFP:201:2019 dated 21.08.2019

11 | P a g e

ANNEXURE II - ACCEPTANCE OF TERMS AND CONDITIONS

(Letter to the bank on the vendor’s letterhead)

To

Deputy General Manager, Union Bank of India, Regional Office - Varanasi,


Sikraul, Varanasi – 221002

Dear Sir,

Sub: RFP for AMC of UPS Systems in Varanasi Region

With reference to the above RFP, having examined and understood the instructions, terms and

conditions forming part of the RFP, we hereby enclose our offer for the supply of the tablets as

detailed in your above referred RFP.

We further confirm that the offer is in conformity with the terms and conditions as mentioned in the

RFP and all required information /annexure and also photocopy of unpriced commercial bid is

enclosed.

We understand that the Bank is not bound to accept the offer either in part or in full and that the

Bank has right to reject the offer in full or in part without assigning any reasons whatsoever.

Yours faithfully,

Authorized Signatories

(Name & Designation, seal of the firm)

Date:


ROV:RCC:RFP:201:2019 dated 21.08.2019

12 | P a g e

Annexure III Undertaking

(Letter of Undertaking on Company Letter head) To

Deputy General Manager, Union Bank of India, Regional Office - Varanasi,


Sikraul, Varanasi – 221002 Sir, Reg: RFP for AMC of UPS Systems in Varanasi Region We submit our Bid Document herewith. We understand that

You are not bound to accept the lowest or any bid received by you, and you may reject all or any bid.

If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the Bank to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute a binding contract between us.

If our bid is accepted, we will be responsible for the due performance of the contract.

You may accept or entrust the entire work to one vendor or divide the work to more than one vendor without assigning any reason or giving any explanation whatsoever.

Vendor means the bidder who is decided and declared so after examination of commercial bids.

Dated at ____________this _______________day of __________2019.

Yours faithfully, For______________________ Signature_________________ Name____________________


ROV:RCC:RFP:201:2019 dated 21.08.2019

13 | P a g e

ANNEXURE IV Details of UPS Systems

SN UPS Make Specification Quantity(q)

Annual AMC Rate Per Unit (a)

GST per Unit (b)

Total AMC Cost per annum, c= q*(a+b)

1 ACPL 7.5 KVA 5

5 KVA 30

3 KVA 55

2.5 KVA 4

1 KVA 1

2 UniLine 3 KVA 3

5 KVA 12

3 E&C 3 KVA 3

5 KVA 1

4 Numeric 3 KVA 4

5 KVA 2

10 KVA 1

Total AMC Cost including GST:

***********